Online client onboarding
New clients fill in their details, entities and services online. No intake forms typed up from paper.
Accounting practice software: onboarding & document portals
Accountants: stop chasing documents by email. Onboarding on autopilot.
Engagement letters printed and posted back, licences photocopied at reception and receipts trickling in one email at a time from July to October. We build onboarding, document collection and client portal systems for accounting practices that sit alongside your practice software, then we host them and look after them.
Looking for accounting client onboarding software that actually stops the chase?
Most practices have good software for the work itself. Xero, MYOB, your practice manager and your tax software all do their jobs. The mess is everything around the work: getting a new client signed up, checking who they are, collecting their documents, getting the return signed and getting paid. That bit still runs on email, PDFs, phone calls and a sticky note that says 'chase Henderson again'.
Wollopit builds custom onboarding and document collection systems around how your practice runs. New clients sign the engagement letter, verify their ID and fill in their details online. Every client gets a checklist of exactly what you need for each entity, with secure uploads and reminders that chase for you. Signed returns, job status and invoices all sit in one portal. We connect to the tools you already rely on and look after the lot on our own managed servers.
01The problems
What we hear from accountants
Does your accounting practice have these problems? Here's how we'd fix them.
Most practices we talk to are great at the accounting and worn out by the admin around it. It holds together until tax time, when the inbox turns into a second job.
- The problemEngagement letters take weeksA PDF goes out, gets printed, signed, scanned crooked and emailed back. Or it sits on the client's fridge until you ring twice.How we fix itEngagement letters signed online in minutes, with automatic nudges and a signed copy filed against the client.
- The problemID checks at the front deskClients come in with their licence, someone photocopies it and the copy lives in a drawer. Now the new AML/CTF rules want proper records.How we fix itOnline ID verification during onboarding, with the result and date stored against the client and ready if anyone asks.
- The problemDocuments arrive one email at a timeReceipts, PAYG summaries, rental statements and bank letters land across three weeks and four inboxes. Someone has to work out what's still missing.How we fix itA checklist per client with secure uploads. Each item ticks off as it lands and you can see what's outstanding at a glance.
- The problem'What do you need from me?'Clients forget what they sent last year and ring to ask. Staff retype the same list into emails all season.How we fix itChecklists built from last year's job: rental property, shares, crypto, private health. Clients see exactly what's needed.
- The problemThe chasing never endsHalf your Monday goes on 'just following up' emails and phone calls about the same missing bank statement.How we fix itReminders by email and SMS go out on a schedule you set and stop the moment the client uploads.
- The problemTax files sitting in inboxesTFNs, payslips and bank statements emailed back and forth, then saved in Outlook forever.How we fix itAn encrypted client portal for every upload and download, so sensitive files stay out of email.
- The problemOne family, six entitiesThe Smiths have two individuals, a family trust, a company and an SMSF. Collecting for each one turns into a spreadsheet.How we fix itGrouped clients with a checklist per entity, one login for the family and one view of the whole group for you.
- The problemReturns waiting on a signatureThe return's done but the client authority form is in someone's inbox. Lodgement stalls a week.How we fix itReturns and authority forms sent for signing in the portal, with the signed copy filed and the job moving on automatically.
- The problemTax time hits all at onceEveryone wants an appointment the first fortnight of July. Then nobody comes in until October.How we fix itOnline booking with appointment types, prep checklists before the meeting and invites that spread the load across the season.
- The problem'Is my return done yet?'Clients ring reception to ask where their job is. Reception has to ask the accountant.How we fix itJob status in the client portal pulled from your practice manager, so clients can see where things are without ringing.
- The problemRetyping onboarding detailsNew client details get typed into the practice manager, then Xero, then the tax software, then the mailing list.How we fix itDetails captured once in onboarding and pushed into your practice software, Xero or MYOB and your CRM.
- The problemFees chased after the workThe return's lodged, the invoice goes out and you're chasing payment for another month.How we fix itFees agreed in the engagement letter, card or direct debit set up at sign-on and payment taken when the job's done.
02What we build
Solutions
What we build for accountants. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Engagement letters & e-signing
Letters built from your templates per service, signed online and rolled over each year with one click.
ID verification
Identity checks during onboarding with results, dates and records stored for your AML/CTF obligations.
Document checklists
What's needed for each client and entity, built from last year's job and ticked off as files arrive.
Secure document uploads
Encrypted uploads from phone or desktop, filed straight into the right client and year.
Automatic reminders
Email and SMS chasers on your schedule that stop as soon as the client delivers.
Client portal
One login for documents, signing, job status, invoices and messages. Families see all their entities.
Return signing & approvals
Tax returns, financials and authority forms sent for signature with signed copies filed automatically.
Appointment booking
Tax time appointments, phone and Zoom meetings and review meetings booked online with prep checklists.
Job status tracking
Where each job is up to, pulled from your practice manager and shown to clients in plain English.
Fees & payments
Fixed fees agreed up front, cards or direct debit on file and payment taken when the job's complete.
Client data sync
Onboarding details pushed into your practice manager, Xero or MYOB and your CRM so nothing's retyped.
Practice dashboard
Who's onboarded, who's missing documents, what's waiting on signatures and what's ready to lodge.
Client newsletters & updates
Budget updates, EOFY reminders and deadline notices sent to the right client groups.
A website that brings clients in
Hand-built, quick on mobile, with online booking and onboarding built in and made to rank for 'accountant near me'.
03The systems
The big ones
Your whole client front door, on one system.
These are the systems practices ask us about most. Each one works on its own and they get properly useful when they're joined up with your practice software.
Client onboarding
New client signed up before the first meeting.
Send one link and the new client does the rest. They enter their details and entities, sign the engagement letter, verify their ID and set up payment. You get a complete client file without typing a thing.
- One onboarding link per client
- Details for every entity they own
- Engagement letters from your templates
- Online signing on any phone
- ID verification built in
- AML/CTF records stored per client
- Card or direct debit set up at sign-on
- Details pushed to your practice manager
- Annual letter rollover in one click
- Nudges until onboarding's complete
Document collection
Checklists that chase so you don't have to.
Every client gets a checklist of exactly what you need this year, built from what they had last year. They upload from their phone and items tick off as they land. Reminders go out on their own until the list is done.
- Checklists per client and entity
- Built from last year's job
- Uploads from phone or desktop
- Items tick off as files arrive
- Email and SMS reminders on a schedule
- Reminders stop when it's complete
- Clients can mark 'not this year'
- Files filed by client, entity and year
- Encrypted storage out of email
- Outstanding list for every client
Signing & approvals
Returns signed and lodged, not stuck in an inbox.
Send returns, financial statements and authority forms for signing straight from the portal. Clients sign on their phone, the signed copy files itself and the job moves on to lodgement.
- Returns and financials sent for signing
- Client authority forms
- Multiple signers for trusts and companies
- Signing on any phone
- Signed copies filed automatically
- Reminders for unsigned documents
- Job moves on once signed
- Full signing history per client
Client portal
Everything a client needs, behind one login.
Documents, checklists, signing, job status, invoices and messages in one place. Families and business groups see all their entities together. Clients stop ringing to ask where things are up to.
- One login per client or family
- All entities in one view
- Job status in plain English
- Status pulled from your practice manager
- Invoices and payment history
- Secure messages with your team
- Past returns and statements to download
- Works nicely on phones
- Your practice branding throughout
Bookings & tax time
Tax time, spread across the season.
Clients book their own appointments online, in person or on Zoom, with a prep checklist sent before they arrive. Invites go out in batches so July doesn't swallow you whole.
- Online booking by appointment type
- In person, phone or Zoom
- Prep checklist before the meeting
- Batch invites across the season
- Reminders by email and SMS
- Each accountant's calendar respected
- Deposits for new client meetings
- Bookings synced to Outlook or Google
04How it changes
Before and after
A tax return, wolloped.
Here's how one client's tax return could change. Every practice is different, so we map yours first.
Before
- Email the client a list of what you need
- Receipts arrive across three weeks and four emails
- Work out what's missing and chase it by phone
- Payslips and TFNs saved in Outlook
- Email the return for signing and wait
- Invoice after lodgement and chase payment
After
- Checklist built from last year goes out automatically
- Client uploads everything from their phone
- Reminders chase the missing bank statement
- Files stored encrypted against the client
- Client signs the return in the portal
- Payment taken from the card on file
05Services
Everything under one roof
Software, websites and systems for accountants.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for accountants
Built around how your accounting practice actually runs: online client onboarding, engagement letters & e-signing and the admin in between, in one system you own.
Websites for accountants
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Accounting practice system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for accountants
ID verification and document checklists: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, Xero Practice Manager and MYOB so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your accounting practice, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools your practice relies on, work alongside the platforms you're happy with and handle the client-facing bit they don't.
- Xero
- Xero Practice Manager
- MYOB
- MYOB Practice
- FYI
- Karbon
- Ignition
- Dext
- Hubdoc
- Class
- BGL
- Microsoft 365
- Google Workspace
- DocuSign
- Calendly
- Stripe
- HubSpot
- Mailchimp
- Zoom
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your accounting practice: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with reception, the accountants and the partners through a real onboarding and a real tax return, then work out where the hours are actually going.
- 02
Archi-tech
We plan it before writing code: your services, letter templates, entities, checklists, ID checks, practice software connections, security, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually onboarding or document collection first, so you get a win before the next tax season.
- 04
Look after
We host it, keep it secure and keep improving it. When a client can't log in you call the people who built it.
08Questions
FAQ
Things accountants ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Does it work with our practice software?
Yes. We work alongside practice managers like Xero Practice Manager, MYOB Practice, FYI and Karbon. We handle the client-facing onboarding and collection, then push details and documents into the system you already use.
Can it handle ID checks for the new AML/CTF rules?
Yes. We build identity verification into onboarding and store the result, the date and the supporting records against each client. You still set your own AML/CTF program, but the checks and records stop living in a drawer.
Is it secure enough for tax file numbers and bank statements?
That's a big part of the point. Files are encrypted, access is by login only and sensitive documents stay out of email. We host it on our own managed servers and keep it patched and monitored.
Can a family with trusts, companies and an SMSF use one login?
Yes. We group related entities so the family logs in once and sees every checklist, document and return that's theirs. You see the whole group in one view too.
We already use Ignition or FYI. Do we have to switch?
No. If a platform is doing its job we build around it and fill the gaps. If something's holding you back, we'll show you what replacing it would involve before anything changes.
How much does it cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller pieces like online onboarding or document checklists can be quick. Bigger systems are planned in stages so you get the first win early, ideally before tax season.
Will our older clients actually use it?
Most will if it's simple. We design for phones first with big buttons and plain English. Clients who'd rather drop paperwork in can still do that and your team uploads it for them.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most accountants we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got an accounting practice problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.